SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Monthly Meeting
Wednesday, February 8, 2017
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Homeowner Forum/Comment Period
There were 25 Homeowners plus 4 board members in attendance. The following topics were discussed during the homeowner comment period: RV Lot arbor vitae removal, mulching, propane tank securing, HVAC securing.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board Chair at 2:30 PM and confirmed a quorum with four members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), and Jim Hammond member-at-large.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from January 7, 2016. Jim Jones moved for acceptance and Jim Hammond seconded the motion. The draft meeting minutes were accepted as presented. Secretary was directed to provide website coordinator the final minutes for posting.
Old Business
- Division 11 planned removal of trees from – The planned slope tree work has been completed.
- Division 17 Trailer – Jim Jones purchased the new license and tabs and provided them to john Lewis, Exterior maintenance Coordinator. John will take care of affixing the license and tab. The new title is being processed and will be mailed to the Division 17 post office box. Lindsay Busch indicated that the insurance company says to not move the trailer without approval from the insurance agent. The trailer is only insured for damage and use. David Walp, the Secretary, sent a letter to SLOA for a temporary variance for the trailer to stay in the RV lot pending the acquisition of the license tabs.
- Storage area – John Lewis is researching locations and the possible types of structure for the locations. He will provide further details at a later board meeting.
- Mulch Bids – There were two bids received from the vendors who were solicited. One bid from Parsinen Landscape Maintenance, for 22, 166.72 and a second bid from Landscapes by Cockburn, Inc. for $37,701.52. Jim Jones made a motion to accept the bid from Parsinen landscape and Maintenance, Inc that was seconded by David Walp. The board unanimously approved the motion. The board decided not to provide a notice to owners that there is an option to maintain different mulch than provided by Division 17 landscaping. Valerie Holland, Developed Landscape coordinator was requested to place a notice that mulching would occur in the March- April time frame in the Division 17 Newsletter.
- Division 17 Standard/Policy for anchoring propane tanks to the building – The board determined that a standard could not be created at this time. John Lewis, Exterior Maintenance coordinator proposed a policy to wit: Owners are authorized to have anchors installed for Propane Tanks and HVAC compressor units. The owner assumes the responsibility for cost and damage resulting from installation of Propane Tank and HVAC compressor Individual architectural change requests will not be required as the policy allows the anchoring to be installed per industry standards by licensed installers. David Walp made a motion to defer codifying the policy pending the discussion of issues and liabilities related to the policy at a working session to be scheduled at the convenience of the board in the next 60 days. Jim Jones seconded the motion and the board approved the motion unanimously.
New Business
- Financial Limits of Authority – The board discussed allowable expenses that can be incurred by board members and committee coordinators on behalf of Division Jim Jones, Treasurer, proposed that the Board of Directors establish the following authority levels and amounts:
- Individuals with receipts and documentation up to $300
- Exterior Maintenance or Developed Landscape coordinators for normal routine actions under the coordinator responsibilities with receipts and documentation for expenditures up to $3000. Report on action and costs at subsequent board meeting.
- Exterior Maintenance or Developed Landscape coordinators for normal routine actions under the coordinator responsibilities with receipts and documentation for expenditures between $3000 and $5000. This level requires Board member concurrence. Report on action and costs at subsequent board meeting.
- Exterior Maintenance or Developed Landscape coordinators for normal routine actions under the coordinator responsibilities with receipts and documentation for expenditure greater than $5000. This level requires full board approval although the approval can be obtained outside of a regularly scheduled board meeting. Report on action and costs at subsequent board meeting.
- Any expenditure not falling under the normal routine Exterior Maintenance or Developed Landscape coordinator responsibilities or in excess of $5000 must be presented at a board meeting as a proposed project with plans, budget and proposed schedule for board approval.
- Ad Hoc committee to develop a Long term strategy for reserve funds management – Due to the current and expected future reserve fund amounts, Jim Jones, the treasurer, deems it appropriate to develop a policy and strategy for managing the Division 17 reserve funds. The treasurer proposed that a committee be formed from owners of record to develop a strategy for managing accruing reserve funds into the future. Qualifications for committee membership include, as a minimum professional experience in administering and investing organizational, institutional or personal monies. Jim Jones will provide the secretary a memorandum for distribution to the owners that seeks qualified volunteers for the committee. Secretary, David Walp will send to owners via email distribution.
- RV Lot west/south tree cutting – Board and any owner interested should attend the upcoming SLOA Board meeting the 3rd Tuesday of February. There was a lot of discussion by the board and comments by owners in attendance regarding the SLOA proposed cutting/trimming/removal of the arbor vitae along the RV lot fence. Secretary to draft a letter to the SLOA board raising an objection to the proposed action as stated in the most recent SLOA “Let’s Communicate” distribution. Owners and attendees requested to provide input of concerns and issues to secretary to provide basis for letter. Jim Jones made a motion to have the letter drafted and sent to SLOA Jim Hammond seconded the motion which was unanimously approved by the board.
- Newsletter – Susan Hamman, Newsletter coordinator indicated that inputs to the Newsletter to be issued at the end of February are due by 17 February.
- Replacement for Jim Voorhies – Secretary directed to prepare an announcement soliciting volunteer candidates for selection by the board of directors to replace Jim Voorhies for the remainder of the Jim Jones volunteered to send draft input for the notice.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
President – Nothing additional to report.
Secretary – No new or updated owner information forms were received this past month. If anyone has any please forward to me so I can add them to the master hardcopy file.
Lot 51, units 141 and 151 and lot 58, units 281 and 291 are under construction and lot 64 has been cleared to star construction. Real Estate activity since December 2016:
Currently active listings in Sunland North
280 Blakely Boulevard for lease at $1550 per month
241 Cascadia Loop $348,500
371 Blakely Boulevard $257,900
Currently Under Contract (seller has accepted an offer) or closed
80 Cascadia Loop
60 Mendel Drive
161 Mount Baker
Treasurer – Jim Jones provided written monthly financial summary for January that was accepted as written. The monthly financial status reports are also posted to the Div 17 Website.
Member at Large – Nothing to report
Insurance Committee – Lindsay Busch reported that Susan Hamman took photos of the trailer to support request to cover the exposure for our policy. Insurance company is mainly concerned about potential damage caused by the trailer while it is being towed.
The insurance carrier agent requires that Division 17 request permission to move the trailer as the coverage only is for damage and use of the trailer. Suggestion is to put conspicuous sign on the trailer indicating trailer is not to be moved without board approval. The committee recommends against seeking damage coverage on the trailer. There is already coverage for damage to contents of the trailer and liability coverage for anyone hurt around or in the trailer.
New market for earthquake in Washington is Palomar Specialty (they specialize in HOAs). The committee has asked the CAU underwriter to look into this specific market and others and discuss with us whether it is feasible to get a more reasonable premium quote this year. The committee asked CAU if they can give us (Div 17) any assistance in getting a ballpark estimate for flood insurance. If not, we will see what we can find out elsewhere. A few people have asked about flood insurance due to tsunami risk. Owners can get their own Flood Insurance riders to their HO-6 policies at their expense if they choose to provide coverage incase of tsunami. Sunland is not currently in a flood zone.
The insurance committee has requested a renewal quote based on expiring values, as we don’t expect any more units to be completed before May 1, 2017.
Donna Carson, CPCU, has joined the insurance committee.
Architecture Control Committee –Barbara Ross reported on the Exterior Change Request for 40 Mendel Drive. Owner was granted approval to install a replacement screen/storm door. New owner at 60 Mendel Drive was asked to submit their request to install a privacy fence and gate at the rear of the home after completion of closing when they take possession.
Developed Landscape – Signed contract received from Parsinen Landscaping with added clause for employees to wear safety vests. Winter pruning of shrubbery and trees has been completed. The damaged sprinklers at 31 Mendel Drive and 411 Blakely Boulevard were repaired. Driveways at these locations did not experience under washing so repairs were minor.
Exterior Maintenance & Inspection – Propane tanks, RV Lot and storage trailer issues already covered. John Lewis, coordinator met with regular maintenance contractors for get acquainted sessions. There are six volunteers who will be working with John to conduct semi-annual inspections in 3 teams of 2 members. Susan Hamman thanked committee for moss removal work.
Greenbelt– Nothing to report
Newsletter– Susan Hamman reports that the next issue will be ready for release 1 march.
Welcome Committee – Nothing to report.
Website – Barbara Brooner reported January the site experienced 144 individual sessions, of which 136 originated from Washington State IPs, with 70 sessions from Sequim IPs specifically. Of those Sequim-originated sessions, 33 were from new visitors during that month and the other 37 were repeat visits during the month. Viewers averaged 6.7 pages per session, with average session duration of 3 1/4 minutes.
Sunland Water District – Gary Fortmann reported that next meeting is Tuesday next week.
Homeowner Forum/Comments
There were further comments on Propane tank anchoring. 31 Mount Baker Drive needs a fence around it.
ADJOURNED AT 4:32 PM, by consensus.
Submitted by David Walp, Secretary of the Board of Directors